MINUTES OF THE
BAY COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES
REGULAR BOARD MEETING
February 23, 2005
Michael Gray, Chairperson, called the regular board meeting of the Bay County Library System Board of Trustees to order at 5:15 p.m. on February 23, 2005 in the County Commission Chambers, Bay County Building.
Roll call present: Derald Adcock, James Davison, Michael Gray, and Ella Jane Martini
Excused: Howard Wetters
Other: Georgianne Adcock, Trish Burns, Marilyn Kaeckmeister, Patrick Kaltenbach,
Steve List, Steve Neavling, Fred Paffhausen, and Eileen Schulz
MINUTES
Michael Gray asked that the following clarifications be made to the Regular Board meeting minutes: page 1- Bay City Fire Department – to include the information that a claim has been submitted with the library’s insurance carrier immediately upon becoming aware of the burst sprinkler head at the Sage Branch Library on January 23. On page 3 of the Director’s Report-regarding the discussion on the staff entrance to the Bay City Branch, M. Gray requested the words there has never been a reported injury be added. On page 5 Bank Signature Authorization for Fiscal Year 2005 – M. Gray asked to list the banks that the signature authorization is for. He requested that the library’s patron application which trustees approved the language of be included with the minutes from this meeting as an attachment.
Motion by J. Davison, seconded by D. Adcock, to approve the minutes of the January 26, 2005 Regular Board meeting as amended and the minutes from the Closed Session meeting on January 26, 2005. Motion carried.
BILLS PAYABLE
M. Gray asked for clarification for check number 033545 – Linda Heemstra - consultant, if it is an hourly bill that would indicate the status on the progress of her contract in terms of what the original contract included. He has recently received a request for an extension of the agreement with L. Heemstra as it has expired. He asked that staff get that information to him in the next few days.
Motion by D. Adcock, seconded by J. Davison, to approve the bills as presented for payment. Motion carried.
FINANCIAL REPORT
December 2004 year end Finance Report
January 2005 Financial
January 2005 Penal Fine – Fred Paffhausen noted that the Penal Fines for January are slightly below what has been budgeted. He and Kevin Ayala recently spoke with Judge Alston regarding the low Penal Fines. Judge Alston is looking into what, if anything can be done to change this present trend of low Penal Fines.
Motion by E. J. Martini, seconded by D. Adcock, to receive the December 2004, January 2005 Financial Reports and January 2005 Penal Fine Report. Motion carried.
DIRECTOR’S REPORT
F. Paffhausen commented that his meeting with Speed Net, an Internet Service Provider, went quite well. A proposal is being put together for a final review. He noted that they also qualify for the Universal Service Fund reductions. If the library does use Speed Net, it will allow the library to drop 56 hardwire locations at the Central Library, at a cost of $227/drop, which adds up to a savings of approximately $40,000 along with savings in electrical, a cost of $200/drop.
On March 1, the Bay County Library System will receive the Ambassador Brick Award from the Bay Area Chamber of Commerce. This award acknowledges the contributions that businesses make to the community by renovating and improving their facilities.
F. Paffhausen shared that the damage caused by the broken sprinkler head at Sage Branch Library last month has been fixed with minimal interruption to the public. E. J. Martini thanked the staff for their outstanding job in pitching in to correct the problems this had caused.
Motion by D. Adcock, seconded by J. Davison, to receive the Director’s Report. Motion carried.
OPEN TO THE PUBLIC
There was no public input.
CORRESPONDENCE
Please Tell Us What You Think – Lori Ackerman, Judy Alarie, and Nancy Fick.
Letter from Sarah Wohlschlag to staff
Letter from Steve List to Matt Coughlin
Cathy Budry – BC Times re: Brick Award
Motion by J. Davison, seconded by D. Adcock, to receive the correspondence. Motion carried.
Letter from Trish Burns – M. Gray took this time to announce Trish Burns’ resignation and to congratulate her on her new position as Director of the Public Libraries of Saginaw. The board wished her well in this new position. Trish Burns thanked the board for the opportunity to be a part of the Bay County Library System and for all that she has learned during this time.
Motion by J. Davison, seconded by D. Adcock, to receive with regret the resignation of Assistant Director, Trisha Burns. Motion carried.
PROGRESS AND SERVICE REPORT
Get Organized Program
Adult Programming for March
Booked for Lunch
Sage Branch people counter results
Motion by J. Davison, seconded by D. Adcock, to receive the Progress and Service Report. Motion carried.
COMMITTEE REPORTS
Personnel Committee – James Davison, Chairperson
No meeting - No report.
Finance Committee: - Ella Jane Martini, Chairperson
No meeting – No report.
A Finance Committee meeting will be scheduled for sometime in March.
UNFINISHED BUSINESS
Policy Manual – M. Gray noted the Policy Manual has been revised according to discussions held at last month’s board meeting. It is still in its draft form and will be brought to next month’s board meeting for approval. There has been a page added to address foundations and contributions. It was suggested that instead of listing fines for overdue material, that there be just the statement noting fines will be set by the library board; this would avoid having to update the manual every time fines are changed. Under the heading of Solicitations it was suggested to change from ‘..solicitation is prohibited in the public area of the library…’ to ‘solicitation is prohibited on all library grounds,’ which would then include both buildings and grounds. After further discussion on library fines, it was agreed that the individual fines would be listed, noting that it is a simple matter to change them if needed and by having them listed makes the public aware of the cost for overdue material and will also keep the board aware of the fine costs. It was suggested to see if the fines could be listed on the library’s web page. Trustees discussed that if it is decided to have rental fees for the Community Rooms, the trustees would determine them. M. Gray asked for this discussion to be deferred to the library’s Finance Committee meeting and bring back a recommendation to the full board. Fred Paffhausen shared he has had discussion with trustee Jim Davison, who has passed along some concerns he had, one being the need for an emergency evacuation plan. J. Davison will discuss this further with F. Paffhausen and bring back to the board for review.
Motion by J. Davison, seconded by E. J. Martini, to refer the Policy Manual to the March 23, 2005 Regular Board meeting. Motion carried.
Punch List – Steve List received today an updated punch list from Skanska. There are two outstanding issues to be completed for the Auburn Branch Library: video cable in the program room and a credit for the disconnect on the condensing unit. The Pinconning Branch has two items as well; the exterior sign’s lettering and the cracks in two sections of the concrete sidewalk. The Sage Branch Library has four items: painting the cellar door; paint handrail, correct the valleys in the sump pump line and also the cracks in the steps for the front entrance. M. Gray asked if the roof and insulation problems have been taken care of at the Auburn Branch Library. S. List responded they have not been and the reason they are not on the punch list is because these two items are being tracked separately by Mark Paulus from Skanska. S. List shared from the meeting held yesterday with Skanska that there is a problem finding a union contractor who will fulfill the agreement with Skanska. M. Gray replied that it is Skanska’s responsibility to comply with the requirements of the project and if there is an additional cost because of it, the responsibility is Skanska and Fishbeck, Thompson Carr & Huber. S. List commented that FTC&H have fulfilled their end of the contract and it is up to Skanska to take care of their portion of the work yet to be done. M. Gray pointed out the library was promised this work would be completed before the winter season of 2004/2005. He asked that this item be referred to the next, joint meeting with the Building Authority. James Davison noted that some of the items have been on the list since April of 2004, soon to be a year since they were first addressed and believes trustees need an explanation as why these items are taking so long to complete. If they are not going to be completed, then steps need to be taken to find out why. Regarding the Pinconning Branch Library’s punch list items, J. Davison asked about the exterior sign and why it has not been completed by now as the building was opened last October. S. List responded that Skanska neglected to award this work to a contractor that caused some delay. Skanska now has the lettering and is waiting for warmer weather to adhere the lettering.
Motion by J. Davison, seconded by E. J. Martini, to receive the Punch List. Motion carried.
Mall Library Cafe – F. Paffhausen shared that he, Trish Burns and Howard Wetters met with Barb Behmlander and Cindy Marshall, the group Director of General Growth Properties to further discuss the work needed to be done in order to accomplish the goal of having a library/café at the mall. Those in attendance at the meeting have assignments to complete and will meet again. There is a meeting scheduled tentatively for March 15.
FTC&H – Lighting Report – F. Paffhausen shared this is an update from a previous study done on the lighting issues at the branches. He shared that some of the lighting problems can be corrected by moving shelving around to improve the light levels. In other instances, light fixtures will need to be replaced in order to gain the proper light levels. All efforts will be made to minimize the additional cost of improving the light levels.
Motion by J. Davison, seconded by E. J. Martini, to receive the FTC&H Lighting report. Motion carried.
OTHER
Eye Opener Chamber Breakfast – M. Gray invited all board members to attend the eye-opener Chamber Breakfast if they are able too. As it was mentioned earlier in the meeting the Bay County Library System will be receiving the Ambassador Brick Award. He directed that although this would not be a formal board meeting of the trustees, that this date be posted to announce that a possible quorum of the board would be present.
NEW BUSINESS
Solicit Bids for Video Recording Equipment not to exceed $4,000 – Due to vandalism at the Sage Branch Library, the board approved purchasing Video Recording Equipment to be mounted outside the restroom areas. The cost for this equipment will be taken from the Technology budget. S. List noted there are video cameras planned for Central Library.
Motion by J. Davison, seconded by D. Adcock, to approve soliciting bids for Video Recording Equipment not to exceed $4,000. Motion carried.
INFORMATION ITEMS
Public Service Librarian Teen Specialist – Trustees commented on the need for a more detailed report regarding the programming and involvement with the library’s teen patrons. M. Gray added he also realized that after reading the Managing Librarian reports there was no mention of teen programs in any of the branches. He pointed out that the board approved restoring $1,000 to the budget to cover the use of substitutes in order to allow the teen advisory committee meetings to continue. He would like next month’s report to list whether any of these have been held. T. Burns explained there was a misunderstanding of what was to be included in this report. The report for the March board packet will list more of the programs such as the Monopoly tournament and book discussion that was scheduled at the Sage Branch Library.
Circulation Report – Trustees noted the high number of foot traffic for the Sage Branch Library; that it has doubled since last year at this time.
CLOSED SESSION to consider matters exempt from disclosure under statute and to discuss property acquisition/lease. (as provided for under P.A. 267 of 1976).
Motion by J. Davison, seconded by D. Adcock, to adjourn for Closed Session at 5:53 p.m.
Roll call: D. Adcock – yes; E. J. Martini – yes; J. Davison – yes; M. Gray – yes. Motion carried.
Trustees returned to open session at 6:34 p.m.
Motion by J. Davison, seconded by D. Adcock, to direct the library Director and legal counsel to proceed as outlined in Closed Session. Motion carried.
ADJOURN
Motion D. Adcock, seconded by J. Davison, to adjourn the meeting at 6:36 p.m. Motion carried.
_____________________ _______________________
Derald Adcock Eileen Schulz
Secretary/Treasurer Recording Secretary